Administrative Assistant

Responsibilities

1. Admissions, Recruitment & Student Onboarding

• Applicant Processing & Support: Serve as a primary point of contact for prospective students; provide guidance on program entry requirements, application procedures, and required documentation.
• Admissions Committee Support: Coordinate admissions committee meetings, prepare candidate dossiers, compile status summaries, record official decisions, and maintain confidential selection records.
• Admissions Liaison: Act as the administrative liaison between the College of Pharmacy/Academic departments and the central Admissions & Registration unit to verify credentials and ensure smooth enrollment pipelines.
• Recruitment Events: Organize Open Days, campus tours, orientation programs, school visits, and university recruitment fairs.

2. Academic Affairs & Timetabling Support

• Academic Scheduling: Prepare semester timetables for lectures, labs, and tutorials; assign student sections; allocate room/lab facilities; and resolve schedule conflicts.
• Teaching Load & Syllabus Management: Track faculty teaching assignments, maintain teaching-load registers, collect and standardize course syllabi, and maintain organized digital course files for accreditation/QA reviews.
• Curriculum & Catalog Maintenance: Assist in tracking study plan modifications, updating student handbooks and catalog entries, and maintaining historical curriculum records.
• Executive & Committee Support: Manage calendars, schedule meetings, draft agendas, and record precise minutes for the Associate Dean for Academic Affairs and academic committees.

3. Student Success & Graduate Affairs

• Student Administrative Guidance: Handle routine student inquiries, issue official student letters (e.g., participation, good conduct, extracurricular certificates), and communicate university updates.
• Alumni & Graduate Tracking: Maintain and update alumni databases, share career/internship opportunities, process verification requests, and coordinate graduate engagement initiatives.
• Student Life & Event Logistics: Coordinate venue bookings, catering, facilities, transportation, vendor quotes, and budget tracking for Student Success workshops, Welcome Week, and graduation activities.

4. General Office & Data Administration

• Record Integrity: Maintain accurate, confidential physical and digital filing systems in compliance with university policy and data-protection guidelines.
• QA & Portal Updates: Assist with data uploads and documentation updates on the institutional QA/QAIE portals and Student Information Systems (SIS). 

Qualifications & experience

Mandatory Qualifications

• Education: Bachelor’s degree in Business Administration, Higher Education Administration, Healthcare Management, or a closely related discipline from an accredited institution.
• Bilingual Requirement: Mandatory full professional fluency in both spoken and written English and Arabic. Ability to draft official executive correspondence, translate academic notices, and converse fluently with applicants, parents, and stakeholders in both languages.
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams), Student Information Systems (SIS), online admissions portals, and digital document management software.

Professional Experience

• Experience Level: Minimum 2–4 years of administrative experience in a higher education setup (preferably within a medical/pharmacy college, academic affairs office, or admissions department).
• Track Record: Proven experience handling admissions processing, academic committee secretarial support, timetabling/scheduling logistics, and organizing student events.
• Regulatory Understanding: Familiarity with UAE higher education administrative procedures and accreditation readiness standards (e.g., CAA guidelines) is a strong advantage.

Competencies

A. Operational & Technical Competencies

• Bilingual Communication & Translation
• Academic Timetabling & Logistics
• Data Precision & Record Management

B. Interpersonal & Service Competencies

• Student & Applicant Centricity
• Committee & Stakeholder Diplomacy

C. Personal Attributes

• Multitasking & Priority Management
• Discretion & Confidentiality

How to apply

Applications are made online. Create an applicant account or log in, then submit the application form with your CV and cover letter: apply for this job. Applications close on 10 Nov 2026.